Guidelines for Developing Volunteer Job Descriptions

A written job description for volunteers is an important tool for HOA Boards. It replaces word of mouth, where information can be misunderstood or omitted. It also helps outline duties and responsibilities so that both the Board and the volunteer know the expectations. This document also simplifies recruitment of volunteers, so it’s a good tool for every volunteer position.

Homeowner association Boards are challenged to find someone who has both the time and qualifications to serve the community. So, they are elated to find someone who has time in the community. Maybe it’s a retiree, a stay-at-home parent or a new graduate. Having time doesn’t make someone an expert in accounting, law, etc. unless that was his or her profession. Matching qualifications to the volunteer position is critical for a successful and rewarding experience.

Written job descriptions help the Board think through volunteer positions, so they can create a win-win experience for both the volunteer and the community. It can be short, but try to include enough information for a solid overview of the position. Below are some guidelines to get you started.

Title – Volunteers aren’t paid, so a prestigious title can be a perk. But, stay true to the position. Create a title that reflects the job responsibilities.

Objective(s) – Include a short statement on the goals of the service.

Qualifications – List requirements necessary to be successful in the job. Include experience, physical qualities, etc. Keep it short and to the point. Avoid creating stringent requirements that aren’t necessary, but include all the specifics.

Responsibilities – Outline the duties to be performed by the volunteer

Time Requirements – Are there meetings or specific times that the volunteer must be available? Note this in the job description. You should also include estimated hours per week and the timeframe of the commitment.

Training – If training or a Board member will mentor the volunteer, include this in the job description.

Volunteers are the lifeblood of an association. Get them started on the right path by providing roles and responsibilities for their involvement. Creating a rewarding experience for a volunteer could mean that more homeowners will get involved in the community.